What Is an Online Learning Agreement (OLA)? A Guide for Universities

An Online Learning Agreement (OLA) is a binding document used in the Erasmus+ programme that defines the courses a student will take at their host institution and the credits their home institution will recognise upon return. It replaces the paper-based Learning Agreement that was standard practice before the Erasmus Without Paper (EWP) initiative.

Since the 2022–23 academic year, the use of digital Learning Agreements has been mandatory for all Erasmus+ student mobility. Managing them efficiently is now a core operational requirement for any International Relations Office.

What does an Online Learning Agreement contain?

A standard OLA includes three tables:

Table A — Study programme at the host institution Lists the courses the student plans to take abroad, including course codes, credits (ECTS), and language of instruction.

Table B — Recognition at the home institution Maps each host course to the equivalent recognition at the home institution — whether as a specific course equivalent, elective credit, or other form of recognition.

Table C — Exceptional changes Used if the student needs to modify their study programme after arrival. Changes must be agreed within five weeks of the start of the mobility period.

The document must be signed by three parties: the student, the responsible person at the home institution, and the responsible person at the host institution.

Why did the paper Learning Agreement get replaced?

The traditional paper Learning Agreement created significant administrative friction:

• Documents were emailed back and forth between students, home institutions, and host institutions
• Signatures were collected manually, sometimes across multiple time zones
• Version control was difficult — it was not always clear which version was current
• Data had to be re-entered into institutional systems manually

The Online Learning Agreement was introduced as part of the broader Erasmus Without Paper initiative to digitise and automate these exchanges. When implemented correctly, OLAs flow between institutions via the EWP network without manual handling.

What are institutions required to do?

All institutions participating in Erasmus+ are required to:

1. Issue OLAs digitally — paper Learning Agreements are no longer accepted for Erasmus+ mobilities
2. Process OLA changes within five weeks of the student's arrival at the host institution
3. Complete recognition within five weeks of the student's transcript arriving from the host institution
4. Exchange OLA data via EWP — institutions are expected to connect to the EWP network for OLA exchange

The five-week deadlines are Erasmus+ programme requirements. Failure to meet them can affect your institution's compliance record and, in audit scenarios, the eligibility of grant expenditure.

How are OLAs typically managed?

Institutions manage OLAs through one of three approaches:

1. The EU OLA platform (myacademicid.org) The European Commission provides a free platform for creating and signing OLAs. It works, but it is separate from your other mobility processes — students log in separately, and you cannot see OLA status alongside application data.

2. Manual or semi-digital processes Some institutions still use email-based workflows with PDF templates. This is compliant in the sense that a digital document is produced, but it does not integrate with EWP and requires manual tracking.

3. Integrated mobility management software Platforms like SoleMove include OLA management as part of the wider mobility workflow. OLAs are created, signed, and tracked in the same system used for applications and partner agreements, and exchanged automatically via EWP.

What does good OLA management look like?

Efficient OLA management means your IRO team is not chasing signatures or manually tracking which students have completed which step. The key indicators:

• OLA status is visible alongside the student's application record
• Students receive automatic reminders for outstanding actions
• Changes (Table C) are handled in the same system without creating a new document chain
• OLA data is exchanged with partner institutions via EWP automatically
• Recognition decisions are recorded and linked back to the original agreement

When this works well, the OLA process requires minimal manual intervention from your team. When it does not, it becomes one of the most time-consuming parts of outgoing student administration.

How does SoleMove handle OLAs?

SoleMove includes a fully integrated OLA module that covers the complete lifecycle: creation, student completion, three-way signing (student, home responsible person, host responsible person), and EWP exchange with partner institutions.

OLA status is visible directly on each student's mobility record, alongside their application data, partner agreement, and grant information. Changes via Table C are handled in the same workflow without starting a new document.

If you manage a significant number of outgoing students and are looking to reduce the manual overhead around OLAs, book a demo to see how SoleMove handles the full workflow.